TITLE: Title
Request to Authorize Town Manager to Execute Contract Amendment with Stantec to Update Bike Loop Detector Construction Documents
PURPOSE: The purpose of this agenda item is to request that the Town Council authorize the Town Manager to execute a contract amendment with Stantec to update the construction documents for the bike loop detector project (TIP# U-4726-DF) so that the project can be readvertised for bid.
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DEPARTMENT: Planning & Finance departments
CONTACT INFORMATION: Christina Moon, Planning Administrator, 919-918-7325, cmoon@townofcarrboro.org <mailto:cmoon@townofcarrboro.org>; Patricia McGuire, Planning Director, 919-918-7327, pmcguire@townofcarrboro.org <mailto:pmcguire@townofcarrboro.org>; Arche McAdoo, Finance Director, 919-918-7300, amcadoo@townofcarrboro.org <mailto:amcadoo@townofcarrboro.org>
INFORMATION: In late 2011, the Town entered into a municipal agreement with NCDOT to design and install bike loop detectors at four intersections: three in downtown and one at Poplar and NC 54. Bike loop detectors are inductive loops embedded into the pavement that alert the signal controller of a cyclist seeking to cross the street. The Town advertised the project twice, once in October 2017 and again in July 2019, but did not receive bids on either occasion. Staff saw an opportunity to readvertise the bike loop detector project at the same time as the East Main Street restriping project this spring/summer in the hope of attracting a contractor that might be interested in bidding on both projects since they are in the same area. NCDOT has informed the Town that the bike loop construction documents, particularly the special provisions will need to be updated to reflect current NCDOT standards before the project can be rebid.
Stantec is on the DCHC MPO’s On-Call list and, as the design firm engaged by the Town to complete the East Main Street restriping project, has already conducted much of the field work and signal analysis work needed to complete the bike loop updates. Stantec has reviewed the existing construction documents for the bike loop detector project and has provided a scope of work to update the materials to meet current NCDOT standards.
Design services include the development of an engineer’s estimate for the cost of construction. It is anticipated that construction costs will have increased since the last advertisement. Once that information is available, staff will prepare an agenda item to request an amendment to the capital improvement project ordinance. The Town may allocate local discretionary funds (STBG-DA) toward construction costs; STBG-DA funds require a 20-percent local match.
FISCAL & STAFF IMPACT: The cost of Stantec performing this work is estimated at $35,000 to $40,000, increasing the total cost of project design from $18,525 to approximately $58,525.
RECOMMENDATION:r Staff recommends that the Town Council consider the resolution (Attachment A) authorizing the Town Manager to execute a contract amendment with Stantec to update the construction documents for the bike loop detector project for an amount not to exceed $40,000.